Volunteering Policy

This Volunteering Policy sets out the principles and practices by which Shared Earth Trust Charitable Incorporated Organisation (SET) involves volunteers at Denmark Farm Conservation Centre.

The policy is relevant to all staff, trustees, volunteers and individuals holding elected or appointed positions of responsibility within the organisation.

The purpose of this policy is to:

• Promote good practice in volunteer involvement and management.
• Clarify the roles and responsibilities of volunteers, staff and trustees.
• Ensure volunteers are treated fairly, consistently and safely.
• Support an inclusive, accessible and rewarding volunteering experience.
• Ensure compliance with relevant legislation and organisational policies.

This policy has been approved by the Trustees of SET and will be reviewed regularly to ensure it remains effective and reflects current best practice.

1. Our Commitment

SET recognises volunteers as an integral part of the organisation and acknowledges the significant contribution they make towards achieving our charitable aims and objectives.

We are committed to providing volunteering opportunities that are meaningful, inclusive, supportive and rewarding. We seek to understand individual volunteers’ motivations, interests and aspirations, and to create opportunities where their time, skills and enthusiasm can be utilised effectively for the benefit of both the volunteer and the organisation.

SET values the diversity, knowledge and experience that volunteers bring and strives to create a positive environment in which everyone is welcomed, respected and supported.

2. Definition of a Volunteer

Volunteers are individuals who freely choose to contribute their time, skills, experience and enthusiasm without financial reward, for the benefit of the organisation, the environment and the wider community.

Volunteering may take place on:

• A one-off basis
• Short-term projects
• Regular ongoing programmes
• Event-based activities

Trustees are also volunteers who provide governance and strategic oversight to the organisation.

Volunteers are not employees and do not have a contract of employment with SET.

3. Statement of Values and Principles

Volunteering is a legitimate and essential activity that is actively supported and encouraged by SET.

The role of volunteers complements, but does not replace, the work of paid staff. Volunteers will not be used as substitutes for paid employees nor to replace posts that should properly be undertaken by staff.

SET is committed to fostering positive and collaborative relationships between volunteers, staff and trustees.

Volunteers will not be used to undertake the duties of paid staff during periods of industrial action.

The volunteer relationship is based on mutual trust, respect and shared commitment. No enforceable contractual obligation is created by volunteering with SET. Volunteers are not required to provide a minimum amount of time, nor is SET obliged to provide regular volunteering opportunities.

4. Equality, Diversity and Inclusion

SET is committed to providing equality of opportunity and promoting diversity and inclusion throughout all aspects of its work.

Volunteering opportunities will be open to people regardless of:

• Age
• Disability
• Sex
• Gender reassignment
• Marriage or civil partnership status
• Pregnancy or maternity
• Race, nationality or ethnic origin
• Religion or belief
• Sexual orientation
• Socio-economic background
• Any other protected characteristic

SET is committed to creating an environment where all volunteers are treated with dignity, fairness and respect.

Reasonable adjustments will be made wherever practicable to enable people with disabilities or other specific requirements to participate in volunteering activities safely and effectively. Please see our Equality, Diversity & Inclusion Policy for more information.

5. Standards of Good Practice

SET will ensure that:

• Each volunteer has a named member of staff or designated volunteer supervisor who can provide support, guidance and feedback.
• Volunteers receive clear information about their role, responsibilities and expectations.
• Appropriate induction, training and development opportunities are provided.
• Volunteers are made aware of relevant organisational policies and procedures.
• Volunteers are consulted and given opportunities to contribute ideas and feedback.
• Volunteer contributions are recognised, acknowledged and valued.
• Volunteers are treated consistently, fairly and with respect.

6. Health, Safety and Wellbeing

SET is committed to providing a safe, healthy and supportive environment for all volunteers.

Volunteers will:

• Receive appropriate health and safety information relevant to their role.
• Be informed of emergency procedures and reporting arrangements.
• Be provided with appropriate equipment and personal protective equipment where required.
• Receive task-specific instruction or training where necessary.
• Be expected to follow risk assessments and safe working procedures.
• Report accidents, incidents, hazards and near misses promptly.

SET recognises the importance of both physical and mental wellbeing and will seek to create a positive and supportive volunteering environment that promotes wellbeing, inclusion and respect.

7. Safeguarding

SET is committed to safeguarding and promoting the welfare of children, young people and adults at risk.

All volunteers are required to comply with the organisation’s safeguarding policies and procedures.

Where roles involve regulated activity or duties requiring safeguarding checks, the appropriate Disclosure and Barring Service (DBS) checks will be completed in accordance with current legislation and guidance.

Any safeguarding concerns must be reported immediately using the organisation’s safeguarding procedures.

Volunteers will receive appropriate safeguarding information and training relevant to their role.

Please see our Saveguarding Policy for more information.

8. Benefits of Volunteering with SET

Volunteers may benefit from:

• Sharing existing skills and developing new ones.
• Learning about wildlife conservation and habitat management.
• Participating in ecological surveys and monitoring projects.
• Gaining practical environmental and horticultural experience.
• Supporting events, educational activities and community engagement.
• Meeting new people and becoming part of a supportive team.
• Reducing social isolation and improving wellbeing.
• Gaining experience to support future education and employment opportunities.
• Receiving references following a suitable period of regular volunteering.
• Making a positive contribution to nature recovery and the local community.
• Enjoying physical activity in a beautiful natural environment.
• Feeling valued, appreciated and connected.

9. Volunteer Roles and Responsibilities

SET has a designated member of staff responsible for the development, management and coordination of volunteer involvement.

All volunteers will receive appropriate support and supervision relevant to their role.

Volunteers are expected to:

• Act honestly, responsibly and reliably.
• Respect confidentiality and data protection requirements.
• Follow SET’s policies, procedures and guidance.
• Behave respectfully towards staff, volunteers, visitors and members of the public.
• Take reasonable care of their own health and safety and that of others.
• Work within agreed role boundaries.
• Uphold the reputation, values and objectives of SET.
• Raise concerns appropriately and report incidents promptly.
• Participate in relevant induction and training activities.

Volunteers can expect from SET:

• A welcoming, inclusive and supportive environment.
• A named contact person for support and guidance.
• Clear information about their role and responsibilities.
• Appropriate training and supervision.
• Respect, dignity and fair treatment.
• A safe volunteering environment.
• Appropriate insurance cover.
• Opportunities for learning, development and personal growth where available.
• Recognition and appreciation of their contribution.
• Access to procedures for raising concerns or making complaints.

10. Volunteer Expenses

Volunteers are responsible for arranging their own travel to and from Denmark Farm unless alternative arrangements have been agreed.

Where funding permits, reasonable pre-agreed travel expenses may be reimbursed. We do not want financial circumstances to be a barrier to volunteering and encourage volunteers to discuss any concerns with us. Details of eligible expenses will be provided to volunteers during induction.

Claims should be submitted via an expenses form which can be found in the Volunteer Handbook and reimbursement will be made through our monthly banking processes after submission of receipts or other supporting evidence with the expenses form and the volunteers bank details.

11. Recruitment and Selection

Volunteering opportunities will be promoted widely and in ways that encourage participation from all sections of the community.

Selection processes will be proportionate to the nature of the volunteering role and may include:

• Completion of a volunteer registration form.
• Informal discussions or interviews.
• Attendance at introductory sessions or volunteer workdays.
• References where appropriate.
• DBS checks where legally required and appropriate.

Information collected may include:

• Contact details.
• Emergency contact information.
• Relevant medical information.
• Skills, qualifications and experience.
• Areas of interest and availability.

All personal data will be handled in accordance with UK data protection legislation.

If an individual is not suitable for a particular role, SET will seek, where possible, to identify alternative volunteering opportunities.

12. Young Volunteers

SET welcomes volunteers of all ages.

There is no upper age limit for volunteering, and the organisation recognises the valuable contribution of older volunteers.

Volunteers under the age of 18 may participate in volunteering activities where these have been assessed as suitable for their age, experience and capabilities.

Appropriate supervision arrangements will be implemented at all times, and additional parental or guardian consent may be required where appropriate.

School groups must be accompanied by a designated member of school staff unless alternative arrangements have been formally agreed by SET.

13. Induction, Training and Development

All new volunteers will receive an induction appropriate to their role, and a copy of the Volunteer Handbook which includes:

• Introduction to SET and its mission.
• Health and safety information.
• Emergency procedures.
• Safeguarding responsibilities.
• Environmental and conservation practices.
• Relevant policies and procedures.
• Role-specific training and guidance.

SET will seek to provide ongoing opportunities for learning and development where resources allow.

14. Lone Working

SET recognises that some volunteering activities may involve lone working.

Volunteers will not normally be asked to undertake lone working activities unless:

• A suitable risk assessment has been completed.
• Appropriate control measures are in place.
• Communication arrangements have been established.
• The volunteer has agreed to undertake the activity.

Volunteer safety will be the primary consideration when assessing lone working arrangements.

15. Insurance

SET maintains appropriate insurance cover for authorised volunteer activities, including Public Liability and Employers’ Liability insurance where applicable.

This insurance does not extend to loss or damage of volunteers’ personal possessions unless specifically covered under the organisation’s insurance arrangements.

16. Confidentiality and Data Protection

Volunteers may have access to confidential information relating to the organisation, staff, volunteers, visitors, beneficiaries or partners.

Such information must not be disclosed to unauthorised individuals during or after a volunteer’s involvement with SET.

Personal information relating to volunteers will be collected, stored and processed in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the organisation’s Privacy Policy.

Information will be held securely and only used for legitimate organisational purposes.

Please see our Privacy Policy for more information.

17. Volunteer Recognition

SET values the contribution made by volunteers and is committed to recognising and celebrating their achievements.

Recognition may include:

• Informal feedback and thanks.
• Volunteer appreciation events.
• References and testimonials.
• Training and development opportunities.
• Public recognition where appropriate and agreed.

18. Resolving Concerns and Ending Volunteering Arrangements

SET aims to treat all volunteers fairly, consistently and respectfully.

Volunteers are encouraged to raise concerns promptly with their named contact or volunteer coordinator. Wherever possible, issues will be resolved informally and through open discussion.

Where informal resolution is not appropriate or successful, concerns may be addressed through the organisation’s complaints, grievance or disciplinary procedures as applicable.

SET reserves the right to end a volunteering arrangement where there are legitimate concerns relating to:

• Conduct or behaviour.
• Health and safety.
• Safeguarding.
• Breaches of organisational policies.
• Reputational risk.
• Organisational or operational requirements.

Volunteers may end their involvement at any time and, where possible, are encouraged to provide notice to assist with planning and continuity.

Review Information

Effective Date:                                   28 October 2026

The policy will be reviewed regularly to ensure it remains legally compliant, operationally effective, and aligned with the organisation’s values and objectives.

Next Scheduled Review:                  October 2027

Policy Approval Statement

This policy has been approved by the Trustees of Shared Earth Trust and applies to all relevant staff, volunteers, trustees, contractors, participants and visitors as specified within the document.